Accounts Payable Specialist

Frederick Fox LLC; Norfolk (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

Frederick Fox LLC in Norfolk, VA seeks an Accounts Payable Specialist to manage the accurate processing of invoices and vendor payments across a multifamily portfolio. The role collaborates with property management and accounting teams to ensure timely, compliant transactions and robust reporting.

The ideal candidate brings 3–5 years of AP experience, familiarity with RealPage or OneSite, and strong Excel skills to support aging analyses, supplier communications, and month-end close activities

Qualifications

• Minimum 3–5 years of accounts payable experience.
• Experience in multifamily real estate or property management preferred.
• Proficiency with RealPage and OneSite or comparable ERP systems.
• Strong Excel skills and familiarity with GL coding and reporting.

Responsibilities

• Process vendor invoices accurately and within established deadlines.
• Match invoices with PO(s) and approvals per policy.
• Enter invoices into RealPage Financial Suite or similar systems.
• Prepare weekly check runs and payments; monitor payment schedules.
• Maintain accounts payable aging and assist month-end close.

Skills

Accounts payable processing

Vendor management

Excel proficiency

GL coding

Financial controls

Education

Associate degree in Accounting

Bachelor’s degree in Accounting

Tools

RealPage

OneSite

ERP systems

Job description

Accounts Payable Specialist

Position Overview

The Accounts Payable Specialist is responsible for the accurate and timely processing of invoices, vendor payments, and related accounting transactions across a multifamily property management portfolio. This role ensures that accounts payable activities are completed in accordance with established accounting policies, internal controls, approval workflows, and payment terms.

Working closely with property management teams, regional managers, vendors, and accounting personnel, the Accounts Payable Specialist supports accurate financial reporting, effective vendor relationships, and efficient day-to-day accounting operations. The ideal candidate has 3-5 years of accounts payable experience, preferably in multifamily real estate or property management, along with hands‑on experience using RealPage, OneSite, or comparable ERP systems.

Key Responsibilities

Accounts Payable Processing

• Review, verify, and process vendor invoices accurately and within established deadlines for multiple properties and corporate entities.
• Match invoices with purchase orders, contracts, and appropriate approvals in accordance with company policies and procedures.
• Ensure accurate general ledger coding, expense classification, and allocation of costs to the appropriate properties or entities.
• Enter and upload invoices into RealPage Financial Suite or other applicable accounting systems.
• Process recurring invoices, utility bills, and other scheduled payments as required.
• Monitor invoice approval workflows and follow up on outstanding approvals to ensure timely processing and payment.
• Generate and maintain accounts payable aging reports for review by accounting and management.
• Review security deposit documentation for completeness and compliance, coordinating with property managers to resolve discrepancies.
• Provide general administrative support, including filing, scanning, copying, mail sorting, and bank or mail runs as needed.
• Perform additional accounting and administrative duties as assigned.

Vendor Management

• Maintain accurate vendor records, including W‑9 forms, insurance certificates, and other required documentation.
• Respond to vendor inquiries regarding invoice status, payment timelines, remittance details, and account balances.
• Investigate and resolve invoice discrepancies, payment issues, and account differences in coordination with vendors and property management teams.
• Maintain professional vendor relationships while ensuring compliance with approved payment terms and company policies.
• Follow up on missing invoices, supporting documentation, and outstanding vendor statements as needed.

Payment Processing

• Prepare and process weekly check runs, electronic fund transfers, and other authorized vendor payments.
• Review payment batches for accuracy, completeness, proper approvals, and compliance with established procedures before submission.
• Monitor payment schedules to ensure vendors are paid within approved terms.
• Assist with stop‑payment requests, voided checks, payment cancellations, and check reissuance when necessary.
• Maintain accurate payment records and supporting documentation for reconciliation and audit purposes.

Reconciliations and Financial Reporting

• Review and reconcile vendor statements, investigate outstanding balances, and resolve discrepancies.
• Maintain accurate accounts payable aging reports and monitor overdue invoices and unresolved items.
• Assist with month‑end and year‑end closing activities related to accounts payable.
• Prepare and distribute accounts payable reports and supporting schedules for management review.
• Support internal and external audits by gathering invoices, payment records, reconciliations, and other requested documentation.
• Communicate outstanding issues and potential payment delays to the appropriate accounting and property management personnel.

Compliance and Internal Controls

• Ensure compliance with accounting policies, internal controls, documentation standards, and invoice approval requirements.
• Maintain organized electronic and physical records of invoices, payments, vendor information, and supporting documentation.
• Assist with annual Form 1099 preparation and reporting by maintaining accurate vendor tax documentation and payment records.
• Protect confidential financial and vendor information in accordance with company policies.
• Identify opportunities to streamline invoice processing, strengthen controls, and improve accounts payable efficiency.
• Support the consistent application of accounting procedures across multiple properties and legal entities.

Qualifications and Requirements

• Associate degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent relevant experience may be considered.
• Minimum of 3-5 years of accounts payable experience.
• Experience in multifamily property management, real estate, or a related industry strongly preferred.
• Working knowledge of accounting principles, accounts payable procedures, and financial controls.
• Experience using RealPage and OneSite, or comparable ERP and property management accounting systems.
• Demonstrated experience processing high volumes of invoices across multiple properties, locations, or legal entities.
• Proficiency in Microsoft Office applications, particularly Excel.
• Understanding of general ledger coding, expense allocation, vendor reconciliations, and accounts payable reporting.
• Familiarity with invoice approval workflows, payment processing, and vendor documentation requirements.

Preferred Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• Experience with invoice automation platforms and electronic approval workflows.
• Knowledge of multifamily property accounting practices and property‑level expense allocation.
• Experience supporting portfolios with multiple communities, properties, and legal entities.
• Familiarity with Form 1099 reporting requirements and annual audit preparation.
• Experience contributing to process improvements and accounting workflow optimization.